Administrative Assistant - Part-time Hourly

Title: Administrative Assistant - Part-time Hourly

State Role Title: Admin and Office Specialist III

Hiring Range: $17.54 - $28.51

Pay Band: 3

Agency: VA Dept of Transportation

Location: Bristol District Office

Agency Website: https://www.jobs.virginia.gov/home

Recruitment Type: General Public - G

Job Duties

The position you are applying for is an Hourly/Wage position. Hourly (wage) employees may not work more than an average of 29 hours per week and cannot exceed 1500 hours during their employment year. This position does not include state benefits.

As a VDOT Administrative Assistant, you will:
• receive and screen departmental telephone calls, visitors, and incoming mail; answer general inquiries.
• Knowledge of office/program support activities
• Working knowledge of policies/procedures related to time and attendance, accounts payable/receivable, procurement, inventory and travel
• Experience procuring goods and services using a Small Purchasing Credit Card (SPCC)
• Ability to monitor, analyze and reconcile data and accurately perform data entry in automated financial and inventory systems and prepare financial reports
• Ability to work independently and as a team member
• Ability to communicate effectively orally and in writing with internal and external customers
• Ability to maintain orderly and easily accessible files, purge and dispose of files in accordance with records retention guidelines and schedules
• Skill in use of computers and software applications to include MS Office, automated financial and inventory systems
• perform electronic filing of varied documents
• enter data into various agency systems
• prepare correspondence, reports, forms and other written documents
• prepare detailed spreadsheets and documents
• operate with integrity, use sound judgement, and maintain confidential information and documentation

Individuals must have the ability to receive information, compile and prepare specific responses and reports. Make purchases and handle invoicing from contractors and vendors within allowable Agency guidelines. Process requisitions, travel, reimbursements and small purchases. Develop and update spreadsheets, databases and financial reports. Produce time-sensitive monthly reports for overtime, manpower, project status and other construction functions as required.

VDOT employees serve the citizens of the Commonwealth and traveling public daily through our mission to plan, deliver, operate and maintain a transportation system that is safe, moves people and goods, enhances the economy, and improves quality of life. VDOT is the third largest state-maintained highway system in the country, maintaining over 58,000 miles of roads, bridges, and tunnels, and employing over 7,700 people through a diverse workforce. Our culture includes teamwork, transparency, nimble learning, creativity and collaboration that values differences.

Minimum Qualifications

• High School Graduate
• Knowledge of general office methods, practices and procedures.
• Ability to create and maintain electronic and manual files.
• Ability to prepare correspondence, reports, forms and other written documents.
• Ability to work with limited supervision.
• Ability to communicate orally and in writing with internal and external customers.
• Ability to gather data and prepare reports.
• Ability to follow oral and written instructions.
• Skill in the use of computers and software applications.
• Skill in providing and promoting good customer service to internal and external customers.
• Skill in the use of proper grammar, punctuation and spelling.

Additional Considerations

Associate degree in Business administration, or equivalent experience working in a professional environment.
Strong Communication and Interpersonal Skills.
Demonstrated ability to work with Executive Level Management and collaborate with multiple departments.
Advanced skill level in use MS Office Suite, including Word, Excel, Access, PowerPoint, SharePoint and MS Teams.
Experience utilizing financial systems to process purchases, payments, reimbursements, time, etc.
Desire to be proactive and create a positive experience for others

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

You will be provided a confirmation of receipt when your application and/or resume is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

State applications will only be accepted as submitted online by 11:55 pm on the closing date through the PageUp System. State applications submitted via email, postal mail, fax, or in person will not be considered. Applicants are expected to fully represent qualifications and work history on the State application and/or resume. The decision to interview an applicant is based on the information provided on the application, therefore, it is essential to fully complete each section of the application and provide detailed information. Submitting an incomplete state application, or a state application lacking in detail, may impact your interview eligibility.

In addition to a rewarding work experience, VDOT offers excellent health and life insurance, benefits, pre-tax spending accounts, state funded Short- and Long-Term Disability, paid holidays, vacation, tuition assistance, free wellness programs, and a state retirement plan with options for tax-deferred retirement savings including employer matching.

We are a “Virginia Values Veterans” (V3) official certified company and state agency that provides hiring preference to Veterans and Members of the Virginia National Guard in support of Executive Order 29, (2010). If you are a Veteran or Virginia National Guard Member, we urge you to respond accordingly on your state application.

We have Shared Values and a Code of Ethics: your success in our organization depends upon modeling these values, therefore please access the following link: https://www.virginiadot.org/about/missionandvalues.asp to review them and; if in agreement, we welcome you to apply.

Fingerprint-based background checks, references, work history, and DMV records will be verified prior to employment. Applicants must be eligible to work in the United States. H1B VISA Sponsorship is not available. VDOT utilizes a market-based pay program, which has been approved by DHRM. Therefore, advertised rates of pay may or may not align with the Commonwealth pay bands.

The Virginia Department of Transportation (VDOT) is an Equal Opportunity Employer by both policy and practice. For more information about our employment practices, please visit “Information for VDOT Employees and Applicants”: http://www.virginiadot.org/jobs/information_for_employees.asp

Contact Information

Name: Jessica Meyer

Phone: 276-213-1791

Email: Jessica.Meyer@vdot.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.